Can’t find the documents or email you are looking for? Waste hours looking for what you wrote a few years ago? Can’t access others’ documents or email?
Lawyers and financial services professionals generate and receive large numbers of documents – tax documents, statements, agreements, wills, pleadings, discovery, briefs, memos, correspondence, etc. They receive even a larger and ever growing amount of email. Searching for your documents and email is one of, if not the largest wastes of time in a law practice or financial services firm. The most efficient way to recapture this wasted time is to use a Document/Email Management System or “DMS/EMS” to ensure that you can quickly save, locate and retrieve the documents and email that you need.
OTB Consulting has provided DMS/EMS services to law and financial services firms for over 20 years. We’ve setup and supported systems that have managed in excess of 60 million documents and emails. Let us help you get your documents and email organized and recapture your valuable time. We recommend and support two types of DMS:
NetDocuments users associate a matter-centric profile to each document. Associating metadata like matter, document type, author, and/or typist to each document enables NetDocuments users to quickly retrieve documents and email by searching for, as an example:
- all the letters in the Jones case authored by TLR
- a statement for a particular year from a particular broker
- all the email sent and received in a particular transaction or matter by anyone in the firm
- the memorandum of law you wrote five years ago about sovereign immunity
- all the documents related to the Jones’ tax returns for 2015
- the email sent last year by a particular person, with a word document attached
- … and other similar searches.
For law and financial service firms looking for what we call a “traditional DMS/EMS,” NetDocuments brings the power and advantage of the cloud to DMS/EMS, and makes it the product of choice.
The LPMS DMS/EMS aren’t closed systems – you can’t require users to use the system – and they lack some of the fancier features that the standalone systems offer. But, OTB has hundreds of law firms that find this “all-in-one” solution to be a sound investment that provides a strong return.
Other than not using a DMS/EMS at all, there is no right or wrong, or better or worse for all law firms or financial services companies. What works for one firm may not work for another. Call OTB at 919-677-1415 and ask for Tom or Bob. We’d be glad to explain the different methodologies to help you better manage your documents.